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Word Processing

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Word processing is probably one of the most frequently used packages in any organization.People use it in making of quick notes to complex, book length documents .More than 90% of all personal computers have a word processor installed.It is more than just electronic typing.

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Examples

NewspaperMagazinesLettersAdvertisementsBusinesses documentsGovernment agencies documentsetc……

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Word Processor

Word processor is an application (software) that provides extensive tools

for creating all kinds of text based documents.

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Function Involved

It involves the function of;

CreatingEditingFormattingPrinting

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It enables us to manipulate not only the text but we can add

ImagesSoundsChartsGraphicsVideosDocuments (which can be published on internet)

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Advantages Over a Typewriter

We can make changes without retyping the entire document.It is equally easy to insert a word, sentence or paragraph in the middle of a document.It also make it easy to move sections of text from one place to another place within the document or between documents.

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Basic Features

Insert Text: Allows you to insert text anywhere in the document.Delete Text: Allows you to erase character, words, lines or pages easily as you can cross them out on paper.Cut and Paste: Allows you to remove (cut) a section of a text from one place in a document and insert (paste) it somewhere else.

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Page Size and Margin: Allows you to define various page sizes and margins. It also automatically adjust and readjust the text so that it fits properly.Search and Replace: Allows you to direct the word processor to search for a particular word or phrase. And we can replace one group of characters with another everywhere that the first group appears.Word Wrap: it automatically moves to the next line when you have filled one line with text and it will readjust text if you change the margins.Print: Allows you to send a document to a printer to get a hardcopy.

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Advance Features

File Management: Many word processors contain file management capabilities that allow you to create, delete, move and search for file.Font Specifications: Allows you to change fonts within a document. For example, you can specify bold, italics and underlining. Most word processors also let you change the font size.Footnotes and Cross-references: Automates the numbering and placement of footnotes and enables you to easily cross reference other sections of the document.

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Graphics: Allows you to embed illustrations and graphs into a document.Headers, Footers and Page Numbering: Allows you to specify customized headers and footers that the word processors will put at the top and bottom of every page.Spell Checkers: A utility that allows you to check the spelling of words. It will highlight any words that it does not recognize.Document Window: Allows you to edit two or more documents at the same time.WYSIWYG: What You See Is What You Get. With it, a document appears on the screen exactly as it will look when printed.

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Interface

It represents the way through which we can interact with the word processor.

The word processor’s interface consists of a main editing window that displays

the document and several tools to manipulate it.

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BarsThe tools, to work with document are grouped together in different bars.

Title Bar: Displays the name of the active application and document along the top of a window.Menu Bar: Displays all menu.Standard Tool Bar: Displays some of the most common word processing tasks, such as opening, copying and printing files etc.

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Formatting Tool Bar: The formatting tool bar contains buttons and options that can be used to apply commonly used formats.Ruler: A ruler shows you the positioning of text, tabs, margins etc.Document Window: A rectangular portion of the screen in which you view and edit a document.Status Bar: Shows information and messages at the bottom of window that provides statistics about the position of the insertion point, the text you see on the screen and the status of some important keys.

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Entering TextTo create a document, we have to enter text;Text is entered by typing on keyboard.The word processor places a blinking insertion point at the top left corner of the screen.The cursor represent the position where the next character will be placed in the document.As we type, the cursor will moves forward onto the screen.On reaching the end of the line, the word processor automatically moves it to the start of the next line.

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Editing TextUnlike typewriter, word processing software lets you change text without retyping the entire document.Changing an existing document is called as the editing the document.We can edit an existing document by typing new or by replacing an existing text with new one etc.

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Typing ModesAll word processor provide two modes of typing;Insertion Mode: In it, the newly entered text is placed at the current position of the cursor.

Overtype mode: In it, the newly entered text is written over the existing text.

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Selecting TextTo change the attribute of the text it must be selected first.

There are two ways of selecting the text;1. Select the text by dragging the mouse over

the desired text while keeping the left mouse button pressed.

2. Hold down the shift key on the keyboard while using the arrow keys to select the text.

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Erasing Text

Two keys in the keyboard are used to erase the text from the document; these areDelete: It erases the character to the right of the cursor.

Backspace: It erases the character to the left of the cursor.

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Both keys (delete and backspace) erases just one character at a time.

To erase more character at a time, select them first and then press delete or backspace.

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Undo and Redo

While editing you may need to reverse the changes you have made to the document. For this purpose the undo option can be used (Ctrl+Z).

If you undo a change and then decide that the change was more appropriate and it should be reflected to the document, use redo to reverse the previous undo (Ctrl+Y).

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Formatting Text

The formatting of the document includes changing the appearance of the text, adding pictures and graphics and controlling the layout of the text on the page.

The formatting toolbar is the easiest way to change any attribute of the text.

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Formatting FontsThe font refers to the characteristics of letters, symbols and punctuation marks in the document.Same characters in different fonts have different appearance.

There are two general categories of fonts;1. Serif2. Sans-Serif

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Serif: These fonts have curls or extra decorative lines at the ends of the strokes that make up each character e.g. Times New Roma.

San-Serif: These fonts do not have curls or extra decorative lines. e.g. Arial.

T or T

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Font MenuIt contains;Font Size: The size of the font can be set from the formatting toolbar. Font Style: It is used to bold. Italicize and underline the text. Font Color: It is used to change the color of the text.

In addition to these basic characteristics many effects can also be applied to all types of the fonts e.g. strikethrough, shadow etc.

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Formatting Paragraph

Paragraph is defined as a group of sentences. But word processors assume the start of a new paragraph every time we press the enter key.

Paragraph formatting includes settings applied only to one or more entire paragraphs.

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The paragraph formatting includes the setting of;Line spacingParagraph spacingIndentsAlignmentBordersShadingetc.

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Line Spacing

Line and paragraph spacing is well controlled in MS word.We can define the space between different lines of a text in a paragraph.This characteristic is known as line spacing.Lines can be singled spaced, double spaced or set to any other spacing we want.

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Paragraph SpacingIt refers to the amount of space between paragraphs.By default the paragraph spacing is same as the line spacing but it can be changed.

MarginsThey define the boundaries of the text.The text cannot cross these boundaries.In every document all the four margins (top, bottom, left and right) can be the same or different.

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IndentsThey determine the distance of each line of a paragraph to margins.With the help of the ruler, we can create the indents.

AlignmentIt refers to the orientation of the lines of a paragraph with respect to the margins.There are four alignment options left, right, centre and justified.

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Formatting a Page

Formatting a page refers to;Size of the pageOrientationHeadersfooters

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Page Size: It plays an important role in the formatting of the page.It is recommended to set the page size before going to format it.

Orientation: Document dimensions are also determined by the orientation of the paper.By default there are two orientations1. Portrait2. Landscape

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Header: A header is a text that is added to the top of the margin of every page such as a document title or page number.

Footer: A footer is a text added to the bottom of the margin.

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Introducing ColumnWe need to present the text in the columns within our document.For example in the most of the news paper and in some of the magazine the text appears in column form. Presenting text in columns is a powerful feature of MS Word.It is easy to make columns of the text. We can make one, two, three or more columns by just clicking a single button on formatting tool bar.

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Tables are used to display data. Most of the word processor provided you feature to create tables in few steps.The size of the table is limited by the amount of page space that can be devoted to it.Tables can be formatted in dozens of way.

Introducing Tables

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Creating Tables: Table can be created from the menu bar.Select insert/tables from the menu bar.Select number of rows and columns for the table and click OK.Inserting Rows and Columns: once the table is created, additional rows or columns may be inserted into it.Place the cursor in the row or column you want to be adjacent to the new row or column and press right mouse button, a menu will open, select insert and add rows and columns.

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Once we have completed our document, we have to the ability to print it out.All the word processing programs provide this feature.Select File/Print from the menu bar.

Printing A Document

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ClipboardThe clipboard is a temporary holding space in the computer’s memory for data that is being copied or moved.The clipboard is used for storing graphics, sound, video or other data.After data has been placed in the clipboard, it can be inserted from the clipboard into other documents, in the same application or in a different application.